VOXA Voice Agent Privacy Policy

VOXA Voice Agent Privacy Policy

Effective Date: 5 August 2026
Last Updated: 5 August 2026

1. Introduction

This Privacy Policy explains how AIBUILDHUBS G.P. (“AIBUILDHUBS”, “we”, “us” or “our”) processes personal data in connection with VOXA Voice Agent (“VOXA”, the “Service”).

VOXA is an AI-powered website voice and chat agent designed primarily for hospitality, accommodation, tourism and real estate businesses. It assists website visitors, guests and prospective customers by answering questions, supporting structured inquiries, identifying relevant intent and transferring appropriate requests to a human team.

This Privacy Policy applies to:

  • business customers that subscribe to or operate VOXA;
  • authorised users of the VOXA Client Dashboard;
  • website visitors, guests, travellers, buyers, tenants, sellers or leads who interact with VOXA;
  • individuals who request information, demonstrations, trials or support concerning VOXA.

VOXA is an artificial intelligence system. Individuals interacting with VOXA should be informed clearly, from the beginning of the interaction, that they are communicating with an AI system and not a human representative.

2. Who We Are

The Service is provided by:

AIBUILDHUBS G.P.
GEMI / EUID: 1913844758000
Chorafakia, Chania, Crete
Postal Code 73500
Greece

Email: support@aibuildhubs.com
Website: https://aibuildhubs.com/

3. Our Role and the Business Customer’s Role

The allocation of data-protection responsibilities depends on the processing activity.

3.1 AIBUILDHUBS as Data Controller

AIBUILDHUBS generally acts as an independent data controller when processing:

  • business account information;
  • subscription, activation and billing records;
  • demonstration and trial requests;
  • support communications;
  • security, fraud-prevention and service-administration information;
  • website contact and marketing preferences;
  • data necessary to comply with our legal obligations.

3.2 AIBUILDHUBS as Data Processor

When VOXA processes conversations, inquiries and lead information on behalf of a hotel, accommodation provider, property manager, real estate business or another business customer, that business customer generally determines the purpose for which the information is processed and acts as the data controller.

In these circumstances, AIBUILDHUBS generally acts as a data processor and processes personal data according to:

  • the business customer’s documented instructions;
  • the applicable subscription or service agreement;
  • any Data Processing Agreement;
  • applicable data-protection law.

The relevant business customer remains responsible for providing appropriate notices to its website visitors and ensuring that it has a valid legal basis for using VOXA.

4. Personal Data We May Process

Depending on the configuration of VOXA and the information voluntarily provided during an interaction, we may process the following categories of information.

4.1 Identity and Contact Information

This may include:

  • name;
  • email address;
  • telephone number;
  • preferred method of communication;
  • organisation or company name;
  • other contact information voluntarily submitted by the individual.

4.2 Conversation Information

This may include:

  • text messages entered into VOXA;
  • questions and requests;
  • AI-generated responses;
  • conversation transcripts;
  • information included in a voice interaction;
  • follow-up requests;
  • feedback concerning the interaction.

4.3 Hospitality and Accommodation Inquiry Information

Where relevant, an individual may voluntarily provide:

  • requested stay dates;
  • number of guests;
  • accommodation preferences;
  • check-in or check-out questions;
  • property or room questions;
  • booking intent;
  • accessibility or service requests;
  • requests requiring human assistance.

VOXA is not intended to process payment-card information, government identification documents or unnecessary special-category personal data through its conversational interface.

4.4 Real Estate Inquiry Information

Where relevant, an individual may voluntarily provide:

  • property type or location preferences;
  • rental or purchase interest;
  • indicative budget range;
  • preferred viewing times;
  • buyer, seller, landlord or tenant intent;
  • requested property characteristics;
  • follow-up and contact preferences.

4.5 Voice Information

Where voice interaction is enabled, VOXA may process live voice input to generate a transcription and provide an appropriate response.

As part of the standard Service, AIBUILDHUBS does not intentionally retain raw audio after the processing technically necessary to provide the voice interaction. Conversation transcripts and associated operational information may be retained according to the applicable customer configuration and retention period.

If a business customer enables a configuration involving audio recording or additional retention, the business customer must provide an appropriate notice and establish a valid legal basis before recording begins.

4.6 Technical and Usage Information

This may include:

  • date and time of interaction;
  • session identifier;
  • website domain through which VOXA was accessed;
  • browser and device information;
  • IP address or approximate location information where technically processed;
  • selected or detected language;
  • country information;
  • response time;
  • system and security logs;
  • conversation status and outcome.

4.7 Operational and Handoff Information

This may include:

  • whether a request was answered;
  • whether the system identified low confidence;
  • whether human handling was requested or required;
  • escalation category or priority;
  • designated human contact or operational team;
  • lead or inquiry status;
  • information necessary to continue the conversation through a human representative.

4.8 Business Account and Subscription Information

This may include:

  • account-holder name and business email;
  • business name and contact details;
  • subscription plan;
  • activation and billing status;
  • invoices and transaction references;
  • support history;
  • authorised Client Dashboard users.

Payment-card details are processed by the applicable payment provider and are not intended to be stored directly by AIBUILDHUBS.

5. How We Obtain Personal Data

We may obtain personal data:

  • directly from an individual interacting with VOXA;
  • from an AIBUILDHUBS business customer;
  • from authorised users of the Client Dashboard;
  • from customer-provided knowledge sources;
  • from information published on a customer’s website and approved for use by VOXA;
  • from contact, trial, support or subscription forms;
  • automatically through technical logs and session functionality;
  • from service providers supporting hosting, communications, authentication, AI processing or payments.

6. Purposes of Processing

We process personal data, where applicable, to:

  • provide and operate VOXA;
  • answer guest, visitor and lead questions;
  • support hospitality and real estate inquiries;
  • understand and categorise the user’s request;
  • provide relevant customer-approved information;
  • identify requests requiring human assistance;
  • route inquiries to the appropriate business team;
  • maintain conversation continuity;
  • provide Client Dashboard visibility;
  • detect low-confidence responses and knowledge gaps;
  • monitor service health, security and performance;
  • prevent abuse and unauthorised activity;
  • provide onboarding, technical support and customer service;
  • administer trials, subscriptions and billing;
  • comply with legal and regulatory obligations;
  • improve the reliability and safety of the Service.

AIBUILDHUBS does not use customer conversation content to train unrelated public or general-purpose AI models without an appropriate legal basis and express written authorisation.

Depending on the circumstances, processing may be based on:

7.1 Performance of a Contract

Processing may be necessary to provide VOXA, manage a subscription, activate an account, deliver support or take steps requested before entering into a contract.

7.2 Legitimate Interests

Processing may be necessary for legitimate interests such as:

  • operating and securing the Service;
  • responding to business inquiries;
  • improving response quality and operational performance;
  • preventing fraud, misuse and security incidents;
  • maintaining appropriate business records;
  • supporting human handoff and customer service.

These interests are assessed against the rights and freedoms of affected individuals.

Consent may be relied upon where required, including for:

  • microphone access;
  • non-essential cookies or tracking technologies;
  • optional marketing communications;
  • audio recording, where separately enabled;
  • other processing for which consent is required by law.

Consent may be withdrawn at any time without affecting processing carried out before withdrawal.

We may process information where necessary to comply with tax, accounting, regulatory, security or other legal obligations.

8. Artificial Intelligence and Automated Processing

VOXA uses artificial intelligence to interpret questions, retrieve relevant customer-approved information, generate responses, identify request categories and support human handoff.

VOXA may produce an incorrect, incomplete or outdated response. Material information concerning availability, pricing, bookings, property details, contracts, payments, emergencies or legal rights should be verified with an authorised human representative.

VOXA is not intended to make decisions producing legal or similarly significant effects solely through automated processing.

VOXA may identify operational signals such as booking intent, property interest, language, request category, low confidence or the need for escalation. These signals are intended to assist human teams and do not constitute binding decisions.

9. AI Transparency

VOXA is an AI system.

The VOXA interface must inform individuals, at the start of their first direct interaction, that they are communicating with an AI system. Where voice interaction is enabled, the disclosure must also be communicated in an appropriate and accessible manner.

Individuals may request human assistance where the applicable business customer has enabled a human-handoff channel.

10. Sensitive Information

Users should not submit through VOXA:

  • payment-card numbers;
  • passwords or authentication credentials;
  • passport or government identification numbers;
  • detailed medical information;
  • biometric identification data;
  • information concerning criminal convictions;
  • other sensitive information that is not necessary for the inquiry.

If sensitive information is submitted without being requested, it may be removed, restricted or transferred to an authorised human team where appropriate.

11. Disclosure of Personal Data

Personal data may be disclosed only where necessary to:

  • the relevant business customer operating VOXA;
  • authorised staff and Client Dashboard users;
  • cloud hosting and database providers;
  • AI, speech-processing and technical infrastructure providers;
  • authentication and security providers;
  • customer-support and communication providers;
  • payment and billing providers;
  • professional advisers bound by confidentiality;
  • public authorities where disclosure is legally required.

Service providers are authorised to process data only for the services they provide and under appropriate contractual and security obligations.

We do not sell personal data.

12. International Data Transfers

Some service providers may process information outside Greece or the European Economic Area.

Where personal data is transferred outside the European Economic Area, we use appropriate safeguards where required, such as:

  • an adequacy decision;
  • European Commission Standard Contractual Clauses;
  • supplementary contractual, organisational or technical measures.

Information concerning applicable safeguards may be requested by contacting us.

13. Data Retention

Personal data is retained only for as long as reasonably necessary for the purposes described in this Privacy Policy.

Retention depends on:

  • the business customer’s configuration and instructions;
  • the applicable subscription or Data Processing Agreement;
  • whether a conversation remains operationally relevant;
  • security and fraud-prevention requirements;
  • contractual, accounting and legal obligations;
  • the need to establish, exercise or defend legal claims.

Conversation records and operational logs may be deleted or anonymised when no longer necessary, subject to backup cycles and legal obligations.

After termination of a business customer’s subscription, customer data will be returned, deleted or anonymised according to the applicable agreement, legal requirements and technically reasonable backup-retention periods.

14. Security

AIBUILDHUBS implements technical and organisational measures designed to protect personal data, including, where appropriate:

  • encrypted HTTPS transmission;
  • authenticated access;
  • tenant-level data separation;
  • role-based access controls;
  • restricted administrative access;
  • security logging and monitoring;
  • backup and recovery controls;
  • controlled human access;
  • incident-response procedures.

No online service can guarantee absolute security. Business customers are also responsible for protecting account credentials and limiting Client Dashboard access to authorised personnel.

15. Data Protection Rights

Subject to applicable law, individuals may have the right to:

  • receive information about the processing of their personal data;
  • access their personal data;
  • correct inaccurate or incomplete information;
  • request erasure;
  • restrict processing;
  • object to processing based on legitimate interests;
  • receive eligible data in a portable format;
  • withdraw consent;
  • request human review where applicable;
  • lodge a complaint with a competent supervisory authority.

Where AIBUILDHUBS acts as a processor, a request may be referred to the relevant business customer acting as controller.

To exercise a right, contact:

support@aibuildhubs.com

We may request reasonable information to verify identity before completing a request.

Individuals may also lodge a complaint with the Hellenic Data Protection Authority or another competent European data-protection authority.

16. Business Customer Responsibilities

Business customers using VOXA are responsible for:

  • establishing an appropriate legal basis;
  • providing accurate privacy information to website visitors;
  • clearly identifying VOXA as an AI system;
  • providing any legally required cookie or microphone notice;
  • configuring appropriate retention periods;
  • keeping customer knowledge accurate and up to date;
  • limiting Client Dashboard access;
  • maintaining an appropriate human-handoff process;
  • avoiding the use of VOXA for unlawful or prohibited processing;
  • responding to data-subject requests where they act as controller.

17. Children

VOXA is intended for business-facing hospitality and real estate interactions and is not designed as a service directed specifically at children.

Children should not submit personal data through VOXA without appropriate involvement from a parent, guardian or responsible adult.

18. Third-Party Websites

VOXA may appear on or provide links to websites operated by business customers or third parties.

AIBUILDHUBS is not responsible for the privacy practices of independently operated third-party websites. Users should review the privacy information provided by the relevant website operator.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect:

  • changes to VOXA;
  • legal or regulatory requirements;
  • new security measures;
  • changes in our processing activities;
  • operational or infrastructure developments.

The updated version will be published with a revised “Last Updated” date. Where required by law, affected individuals or business customers will receive additional notice.

20. Contact

For privacy questions, requests or concerns concerning VOXA, contact:

AIBUILDHUBS G.P.
Chorafakia, Chania, Crete
Postal Code 73500
Greece

Email: support@aibuildhubs.com
Website: https://aibuildhubs.com/

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